ABOUT THE ECOLOGY CENTER

The Ecology Center is a nonprofit community farm and cultural center located on a 28-acre Regenerative Organic Certified farm in San Juan Capistrano, California. Through regenerative agriculture, ecological education, nourishing food, and community engagement, we cultivate practical solutions for a healthier, more abundant future.

Our work is grounded in a shared commitment to collaboration, stewardship, and meaningful impact.

POSITION SUMMARY

Our farm and event spaces offer a unique setting for special private gatherings; corporate gathering, family celebrations, and community events, set against a backdrop of our working Regenerative Organic Farm and community cultural center. We're looking for a Private Event Sales Lead to grow and manage our private events business while upholding the values and mission at the heart of our organization.

The Private Event Sales Lead is responsible for driving revenue and building relationships through the full private event sales cycle, from first inquiry through contract signature and site coordination. This role serves as the primary point of contact for prospective clients and works closely with our culinary team, vendors, and operations staff to ensure every event reflects The Ecology Center's standards for quality, sustainability, and hospitality.

This is an ideal role for someone who is equal parts relationship-builder, organizer, and closer, someone who can guide a client from "just looking" to a signed contract, then make sure every detail lands correctly on event day.

ESSENTIAL DUTIES & RESPONSIBILITIES

Sales & Inquiry Management

• Respond promptly and professionally to all private event inquiries (phone, email, web form)
• Qualify leads, understand client needs, and match them to appropriate spaces, dates, and packages
• Maintain an organized pipeline of active inquiries, proposals, and follow-ups
• Track and report on inquiry volume, conversion rates, and booked revenue

Contracts & Proposals

• Prepare and send customized event proposals and pricing estimates
• Draft, negotiate, and finalize event contracts in line with organizational policies
• Manage deposits, payment schedules, and cancellation terms
• Keep contract templates and pricing sheets current

Site Visits & Client Experience

• Host prospective clients for property tours and site visits
• Walk clients through logistics: capacity, layout options, timing, weather contingencies, and farm-specific considerations (e.g., livestock, active growing areas, seasonal conditions)
• Serve as the client's main point of contact leading up to their event

Vendor Coordination

• Maintain and grow a network of approved outside vendors (rentals, entertainment, photography, etc.)
• Communicate site requirements, load-in/load-out logistics, and insurance/COI requirements to vendors
• Troubleshoot vendor issues as they arise, before and during events

Culinary & Internal Coordination

• Partner closely with the culinary team to align on menus, guest counts, dietary needs, and farm-to-table sourcing requirements tied to seasonal harvests
• Communicate event details, timelines, and special requests clearly to kitchen, operations, and grounds staff
• Coordinate run-of-show logistics and staffing needs with internal teams ahead of each event
• Attend events as needed to oversee execution and troubleshoot in real time

Teamwork & Shared Stewardship

• Coordinate daily priorities, assignments, and operational needs with the appropriate supervisor.
• Maintain organized, safe, and well-prepared work areas, tools, systems, and materials.
• Follow established procedures, quality standards, and applicable workplace requirements.
• Communicate clearly with colleagues, supervisors, guests, and community partners as appropriate.

SUPERVISION, COLLABORATION & CONFLICT RESOLUTION

This position reports to To be confirmed by Human Resources. The role provides the operational support, coordination, leadership, or supervision specifically assigned to the position. Formal hiring, discipline, performance evaluation, and other employment decisions apply only when expressly authorized.

Key collaborators include Culinary leadership and kitchen teams; Farm Share; Farm Operations; Engagement; Commissary; and event staff, when applicable.

Employees are expected to communicate respectfully, address concerns constructively, practice active listening, and contribute to a workplace grounded in trust and shared stewardship. Unresolved concerns should be elevated through the appropriate management or Human Resources channels.